Central Assessment Timetable

When and how you can view a timetable of your centrally managed assessments, and add it to your calendar.

When to expect your timetable

View your timetable

 When the central assessment timetable has been published you will be able to view it in the Assessment timetable system.

Click log in and enter your UCL username and password:

To see all of your assessments across April and May, use the navigation buttons to move between months.  

To return to the list of assessments select Agenda in the menu list. 
We recommend using Agenda view as your default view. 

To check details of specific assessment click on the assessment item.

Add your timetable to your calendar

You can now add your personal assessment timetable to your online calendar by 'subscribing' to it. 

Choose whether your calendar is on Office 365 or an Apple device and click to expand the relevant instructions below. 

Subscribe to assessment timetable in Office 365

• When in assessment timetable view, click the Subscribe icon and select Office 365 (online)
• Click Subscribe:

• You may be prompted to sign into Office 365 (if you have not already done so); enter your UCL username@ucl.ac.uk and password.
• Once in Office 365, you will be prompted to add My Name calendar to the Other calendars group.
• You can change which calendar group you wish to add it to, for example My calendars.
• Click Import.
  
  

• Your assessment calendar My Name will appear in the list, select it to see your assessments.
  
• The subscription is now complete. If you have a mobile device and email client which is configured to sync to Office 365 email and calendars, you will see assessments there (your mobile device must be on data network).
• Outlook on mobile device will look like this (in Agenda view):
  
• Tap or click on the event to see details (assessment name, date, time, location and seat).
• Please be aware that it may take 5 minutes for the initial subscription and events to be visible in the calendar.
• Calendar subscriptions and events are automatically kept in sync but it may take up to between 4-24 hours before changes are visible in the calendar.
• To make sure your Calendar events are synced to your mobile device please check your mobile device email application settings. We strongly recommend to set alerts for your exam events.
• Always check the Assessment timetable system for the most up to date information.

Subscribe to assessment timetable on Apple device

If you have an Apple device, it is quick and easy to subscribe to your assessment timetable using Apple Calendar. 

• When in assessment timetable view use Subscribe icon and select Apple, and click Subscribe:

• You will be prompted to add the Calendar with your name to your Apple device, tap or click Subscribe and Done:
  

• Your Apple Calendar now has all your assessments as shown below (Agenda view).
• Tapping on each event will show assessment details (assessment name, date, time, location and seat):
  

• Please be aware that it may take five minutes for the initial subscription and events to be visible in the calendar.
• Calendar subscriptions and events are automatically kept in sync but it may take up to between 4-24 hours before changes are visible in the calendar.
• To make sure your Calendar events are synced to your mobile device please check your mobile device email application settings. We strongly recommend to set alerts for your assessment events.
• Always check the Assessment timetable system for the most up to date information.

Frequently asked questions (FAQs)

1. I used Subscribe option and followed instructions but I can’t see My Name calendar in Office 365?  

The Subscribe option tries to add your assessments to a separate calendar group called Other calendars by default.  

• Check that there is a calendar group called Other calendars in your Outlook Office 365. If it is not there create one using New calendar group:
  
• An alternative option is, when using the Subscribe option, add your assessment timetable to a different group, for example My Calendars or UCL, when you see the Office 365 calendar import screen:
  

 2. When trying to add Calendar to Office 365 using the 'Subscribe' or 'Subscribe from Web' options, I get a message that the 'Web calendar Subscription already exists'.

In rare cases of syncing issues, you may be required to re-subscribe to the assessment timetable calendar but Office 365 Outlook does not allow you to create calendar entries that point to the same web link.

• Before re-subscribing, you must remove the Calendar which points to the same web link – the name and events contained in the calendar can help you to identify which one to remove.

3. I have re-subscribed to my assessment timetable on my Apple device and now it shows two calendars with the same name and the calendars are empty. What should I do?

Apple Calendar allows you to re-subscribe to the same web calendar (e.g. if there is an error with your first attempt to subscribe) but, a little confusingly, adds the same calendar with the same name. Usually the second calendar is empty. It is a known issue with Apple Calendar.

To fix it, you should remove both Calendars, remove the account used to access the Calendar web link and re-subscribe. Follow these steps:

• Tap on the Calendar icon, tap on Calendars at the bottom of the screen to bring up Calendar list. 
• Tap Done.
• If you have duplicate entries they will be listed here under the Subscribed list. In the example below, 'My Name' calendar is listed twice:
  
• Go to Settings, then Passwords & Accounts, select Accounts, then Subscribed Calendars. Select the duplicated calendar (My Name in the example above).
• Check that Server field has “scientia-eu-..” in it and at the very bottom of the screen tap Delete Account, confirm Delete Account.
• Now both Calendar entries will be removed from Calendar/Calendars.
• Re-subscribe using Subscribe to exam timetable on Apple device instruction. 

4. I have subscribed to assessment timetable calendar on my Apple phone – why it is not using a secure connection?

It is a known issue with Apple Calendar on iPhone that on subscription to secure assessment timetable link it does not enable it. The same issue does not occur on Apple Macs, only on iPhones. To make the link secure follow steps below:

• Go to Settings, then Passwords & Accounts.
• Tap on Accounts, then Subscribed Calendars and the 'My Name' calendar.
• Check that Server field has “scientia-eu-..” in it and slide 'Use SSL' option to green:
  

5. I have subscribed to assessment timetable calendar on my device, how do I ensure timely updates to subscribed events?

We strongly recommend regularly checking the Assessment timetable system for the most up to date information.

If you used Office 365 to subscribe to assessment timetable, then the timing of the updates is controlled by Microsoft Office 365 – it may take between 4-24 hours to refresh your device information if changes were made.

For Apple devices you can set different options but we strongly recommend keeping the defaults. Follow the steps below to adjust your settings (may affect your battery life and roaming charges):

• Go to Settings/Passwords & Accounts/Fetch New Data
• Find your name “Last Name, First Name” with a footnote Calendars.
• Set option to Fetch (default) or Manual (the Manual option will require you to connect to a network).
• Open Calendar and wait for the synchronisation to complete.

6. Can I manually subscribe to assessment timetable in my Calendar?

Yes. Most calendars support manual internet calendar subscription. 
For example in Office 365:

• Go to Calendar view
• Add Calendar
• Copy the 'Subscribe from Web' link from the Subscribe pop-up window in the Assessment timetable system, paste it to the Office 365 Calendar and click Import.
  
• You can also use Yahoo, Google and other Calendars. Be aware that internet calendar subscriptions may be slow to refresh, taking up to 24 hours.
• Always check the Assessment timetable system for the most up to date information.

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